Reduce No-Shows On Meetings Booked With HubSpot's Meeting Scheduler

Take advantage of HubSpot's new tools for blocking contacts with free and other problematic email domains from booking meetings with you. Plus, get a heads up on a change coming to search and learn how to make your sidebar more relevant.

What's Inside:

1. On Your Radar: Call Transcript Search is Going Away
2. Update Of The Week: Sort Records in Sidebar Association Cards
3. Admin's Assignment: Reduce Meeting No-Shows by Blocking Free and Spam Domains

New opportunity for high-quality HubSpot app partners in 2025: get your app featured as App of the Month! Click here to learn more.

On Your Radar

Call Transcript Search is Going Away

As of December 16th, call transcripts will no longer be included in the results when you search from the top navigation bar.

According to HubSpot, clicks on call transcripts only made up .003% of the clicks on search results, and searching transcripts is slowing down the search experience for users.

Given that info, this should be a net benefit for most HubSpot users. But if you were one of those people contributing to that .003%, or you're just now learning that searching call transcripts was ever a thing you could do, all is not lost: transcripts will still be available to search in Copilot (though I have to say results were a bit lackluster in my testing, so I hope we see some improvements here).

Update Of The Week

Sort Records in Sidebar Association Cards

Sidebar association cards have been a handy way to see and navigate to associated records for a long time now. But when there's a lot of associations, those cards can be a lot less helpful.

Up to now, they only showed the most recently created associated records. So things like finding your main point of contact from a company record with lots of associated contacts, or your largest deals from a contact record that's made a lot of repeat purchases often required clicking on the link to view all the associated records, waiting for the index page to load, and then applying filters or sorting criteria.

With this update, all that extra work is a thing of the past.

Now, you can edit any existing association sidebar card, or create a new one, to show presorted associated records by the property and order of your choosing.

Use it to:

• Show associated contacts by last activity date
• Show associated contacts by create date with the oldest record at the top
• Show deals by amount
• Show tickets by last response date

Plus a whole lot more, especially if you're using custom objects!

Notable mention: The Sales Workspace is now out of beta and available for opt in! You should see a banner at the top of the Prospecting Workspace to opt your account in. All Sales Pro portals will automatically have the new Sales Workspace replace the Prospecting Workspace on January 20th.

To get a rundown of all HubSpot's December updates + some practical and creative use cases for them, join me Wednesday, January 8th, for my monthly New & Now webinar!

Admin's Assignment

Reduce Meeting No-Shows by Blocking Free and Spam Domains

Making a meeting scheduler available to prospects is an amazing strategy for getting discovery calls booked with interested buyers. It's what we've been doing at Simple Strat for years and it works very well.

But there are a couple of downsides:

First, no shows can be a bit more frequent. And second, nothing is more annoying than a spammer or persistent vendor getting ahold of your meeting scheduler link.

So when I saw that we can now block specific domains from being able to schedule meetings, I was ecstatic. This week, do your sales folks a favor and make use of this update!

Step 1: Determine if blocking certain domains is a good idea.

1. Ask your salespeople if they're getting any spam bookings or repeat bookings from non-buyers (like other companies' salespeople trying to sell to you). Identify the domains from the perpetrators.
2. If you're B2B, determine if you have a higher no-show rate when meetings are booked by people using a free email domain (like gmail or yahoo). If you are, discuss with sales leadership to see if they'd be interested in preventing anyone from using a free domain (the answer here is going to depend on your target market and how big of a problem no-shows currently are).

If you want some data to help you out with number two above, you can now build a report that'll show you the number of meeting no-shows by email domain. Note that this will only work if your team reliably tracks meeting outcomes in HubSpot (if they don't, here's your sign they should start now!).

• Enroll in the public beta for 'Analyze meetings in the custom report builder'.
• Create a custom report with your primary data source as 'Meetings' and a secondary data source of 'Contacts' (you may need to wait a moment for Meetings to appear as a source after enrolling in the beta).
• Choose the table visualization type.
• Drag the 'Email Domain' contact property and the 'Count of Meetings' meeting property to the Columns.

• Click on the Filter tab, drag over the 'Meeting outcome' meeting property and set it to 'is any of No Show'.

Step 2: Enroll in the public beta to block specific email domains from scheduling meetings.

You can click here or navigate to product updates in your portal and search for: Block (Free) Email Domains from Scheduling Meetings.

Step 3: Update your publicly-accessible meeting scheduling links to block the domains you identified in Step 1.

Unfortunately this isn't a universal setting, so it will need to be done for each meeting link you want to block domains for. However, most meeting links are only used when your salespeople provide them to buyers, and it's unlikely those links get too many uses you'd want to block. So I recommend focusing on scheduling links that are readily available to the public, like the ones on your website/landing pages and in your email signatures.

Once identified, navigate to Library > Meetings Scheduler to edit them. You'll likely need to change the Owner dropdown at the top because it will be set to only show meeting schedulers you own by default.

For each of those meetings you want to apply the settings to:

• Hover over the meeting name, then click the Edit button.
• Click the 'Scheduling' tab at the top.
• Click the 'Form' tab.
• If you've decided to block all free domains, click the toggle switch next to 'Block free email domains'.
• If there are additional domains you'd like to block, click the 'Block specific domains' link.

• Type in a domain, click Add, then repeat until all your domains have been added.

• Click the orange Save button at the bottom of the page.

And now you're set! Here's to less wasted time hanging out on Zoom with your AI note taker while you slowly realize you've been stood up!

I publish this newsletter to help HubSpot admins navigate the firehose of HubSpot updates and tips to get exactly what they need to make an impact. If you find it helpful, please subscribe and help spread the word!

Happy HubSpotting,

The Orange Admin